Admin and Accounts Officer

Job Description

Title: Admin and Accounts Officer

Company Name: The Earth

Vacancy: 4

Age: 25 to 40 years

Job Location: Bagerhat, Khulna, Mymensingh, Narail, Netrokona, Pabna, Rangamati, Satkhira

Salary: Negotiable

Experience:

• 2 to 6 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor/Honors

• 2 to 6 years
• The applicants should have experience in the following business area(s): NGO

• Age 25 to 40 years

Job Purpose

The Admin and Accounts Officer will be responsible for managing day-to-day accounts, financial documentation, payment processing, budget monitoring, donor financial reporting support, and administrative operations. The role requires accuracy, confidentiality, compliance knowledge, and the ability to maintain proper records in line with organizational and donor requirements.

Key Responsibilities

Accounts and Financial Management

• Record all financial transactions accurately and timely in the accounting system, such as Tally, QuickBooks, or other approved software.

• Maintain cash book, bank book, ledger, voucher register, advance register, and other financial records as required.

• Prepare monthly, quarterly, and annual financial statements, expenditure reports, bank reconciliation statements, and other accounts-related reports.

• Ensure all financial records are properly classified, coded, and filed according to project and organizational budget lines.

• Maintain updated records of payments, receipts, advances, adjustments, reimbursements, vendor bills, and project expenses.

Budget Monitoring and Expense Tracking

• Monitor approved project budgets and track expenses against allocated budget lines.

• Support the preparation of budget forecasts, fund requests, budget variance reports, and expenditure summaries.

• Identify budget utilization gaps, over-expenditure risks, and under-utilization issues and report them to the supervisor on time.

• Assist programme teams in understanding budget availability and financial documentation requirements for project activities.

• Support the Founder, Finance Team, and Project Team in preparing budget-related information when required.

Payment Processing and Vendor Management

• Process payments, reimbursements, vendor invoices, staff advances, travel bills, training expenses, and activity-related expenditures promptly and accurately.

• Review supporting documents before payment to ensure completeness, accuracy, approval, and compliance with organizational policy.

• Maintain proper records of vendor bills, quotations, work orders, purchase requests, delivery documents, and payment files.

• Coordinate with vendors, suppliers, field teams, and internal departments for financial documentation and payment follow-up.

• Ensure timely adjustment of staff advances and activity advances with proper supporting documents.

Donor Compliance and Financial Reporting

• Assist in preparing donor financial reports, expenditure statements, budget utilization reports, and supporting schedules.

• Ensure all financial transactions comply with donor policies, organizational financial procedures, procurement policies, and applicable rules.

• Maintain donor-wise and project-wise financial files and ensure all required supporting documents are available for verification.

• Support internal and external audits by preparing vouchers, ledgers, reports, supporting documents, and explanation notes.

• Follow up with programme and field teams to collect missing bills, attendance sheets, approval notes, photographs, activity reports, and other documents required for donor compliance.

Administrative and Office Management Support

• Support day-to-day administrative tasks, including filing, correspondence, office supplies management, asset tracking, inventory support, logistics coordination, and office maintenance.

• Maintain proper filing systems for financial, administrative, procurement, HR, and project-related documents.

• Support arrangements for meetings, workshops, training sessions, field visits, travel, accommodation, and project events.

• Coordinate with office staff, field teams, vendors, and service providers to ensure smooth office operations.

• Assist in maintaining office discipline, attendance support, visitor coordination, and basic administrative communication when required.

Documentation and Audit Readiness

• Maintain complete and organized documentation for all financial and administrative activities.

• Ensure vouchers, bills, invoices, approvals, attendance sheets, procurement documents, bank documents, and other records are properly filed and audit-ready.

• Prepare and preserve hard copies and soft copies of financial and administrative documents as per organizational requirements.

• Support audit preparation by arranging documents, responding to queries, and providing required financial information to the supervisor.

• Ensure confidentiality and proper handling of sensitive financial and administrative documents.

Coordination and Reporting

• Coordinate regularly with the Finance Team, Programme Team, Procurement Team, Admin Team, field staff, vendors, and project management.

• Prepare regular updates on accounts, expenses, payments, advances, budget status, administrative needs, and documentation gaps.

• Report financial irregularities, documentation gaps, compliance risks, or operational challenges to the supervisor immediately.

• Perform any other relevant tasks assigned by the supervisor or management.